Heather Muzzy

Project Accountant/Office Manager

Purpose: This team member will successfully support all departments within Momentum with emphasis on the accounting functions. This position reports to the Corporate Controller and acts as the liaison between the construction and accounting divisions. This role plays a key part in the day-to-day operations as well as supporting employees with their accounting and office needs. The position will assist the Project Management team from the inception of all client contracts ensuring that contractual cost compliance and billing is being met with the use of cloud-based ERP systems. A key component to Momentum’s success is a smooth transition of accounting information from the Project Management ERP system and PM team to the Financial Management ERP system and Owner team. This transition ensures that Momentum will be servicing their clients with a high standard of cost accounting control while accurately reporting their corporate obligations to the government and to all state authoritative jurisdictions with confidence and ease. This team member works out of our Seattle headquarters location.

Key Results Area – Project Management Support

· Assist Director of Construction with creating and maintaining project data within the automated Smartsheet, distributing data to other departments for entry purposes.

· Initiate Subcontractor monthly billing process for all projects through Procore by maintaining the auto generation.

· Review and process daily emails, assisting our subcontractors and project management team with questions and document requirements etc.

· Assist in Procore ERP of new Companies

· Assist in Procore ERP of Subcontractor Invoices

· Assist in Procore when needed for Commitments, Commitment Change Orders etc.

· Procore Entry of all payment information for Subcontractors and customer (owner) payments.

· Assist and confirm ERP of change orders (PCO, PCCO’s) into Sage generated by PM.

· Produce monthly snapshots of each project, supporting the month end deadline dates.

· Maintain and send out current Job lists to all employees.

· Coordinate and assist with the setup of project housing for superintendents

· Train and assist employees on the use of ExpenseWire and Paychex Flex.

· Customer Service to PM team when research of payments in needed and assistance with difficult compliance issues.

· Review Estimating job with Director of Construction to generate moving of cost to new projects.

· Generate the Cost summary Report and assist the director of construction with moving cost prior to customer billings.

· Review all Insurance for Compliance and follow up

· Maintain Levelset platform and creating retention releases and the completion of each project.

Key Results Area – Accounting Support

· Assist Controller with maintaining all business renewals and contractor license requirements.

· Assist controller with credit applications submissions.

· Enter in all AR billings in Sage after generation through Procore by PM. Balance to Procore.

· Generate all Revenue based project allocation entries through Sage JC module.

· Update Cash Flow spreadsheet with all new monthly billings and balance to AR Aging.

· Update and balance the Sales Tax/B&O Tax spreadsheet for monthly and Quarterly returns.

· Submit and process sales tax returns through state agency websites and all required cities. Reporting correct forms and payments. Enter invoices into Sage.

· Receive, Process, record and deposit all AR payments into Sage ERP system.

· Enter in All project AP vendor invoicing into Sage that is not affiliated with a commitment.

· Set up new employees into Paychex Flex

· Payroll Time and Attendance review and process timecards into Paychex Flex.

· Process manual ACH entry for payroll invoices.

· Process on demand manual check disbursements.

· Data entry of all Corporate AP invoicing and ACH debited transactions.

· Import (ERP) Commitment invoicing from Procore. Balance Procore to Sage

· Review and add all employee expenses and job-related reimbursements to the prepaid spreadsheets.

· Enter in the monthly allocation’s charges for Tech Job.

· Generating (auto) regular weekly Expensewire reports for CC coding. Approve, Manage Expensewire, exporting into Sage and processing Credit Cards and Employee Reimbursements, balancing monthly to credit card statement.

· Weekly AR aging review for cash balancing within Sage in preparation of AP check run.

· Process Sales Tax in DOR and generate the invoice entry

· Prepare for weekly Accounts Payable check runs, reviewing that we have received all required documents (Lien waivers, COI etc.) prior to releasing subcontractor payments.

· Weekly Check Runs:

· Job Check Runs: Select invoices by job for checks runs, Create e-file (pdf) with backup documentation for signer’s review process.

· Overhead check runs compile and create a PDF of all overhead invoices selected to pay for the week email to check signer assigned for the week.

· Review monthly vendor statements for all open accounts to ensure that we have accounted for all liability of services rendered.

· Make Change Invoices entry when correction is needed.

· Make AR adjustments as needed

· Troubleshoot integration issues between Procore and Sage

· Manage, compile and review documentation for yearly GAAP 1099 compliance.

· Process yearly 1099’s using the Aatrix platform via Sage.

Key Results Area – Data Maintenance and Account Management

· Working with the director of construction to Create all Jobs in Sage utilizing Job Central.

· Create and maintain Customer accounts.

· Create the proper setup within Sage using the contract module to setup each project, based on the contractual agreement and tax requirements.

· Enter in all FGMP SOV into Sage through the contract module.

· Update Quarterly tax rates using the DOL tax rate sheet.

· Update and maintain Expensewire with Employee information, manager assignments, new job numbers, cost codes, and GL codes.

· Update Paychex Flex with New Jobs and extended job end dates.

· Set up new employees in Paychex Flex

· Update Expensewire with new projects, cost codes

· Update mileage rates

· Create and maintain Vendor Records in the AP Module ensuring that all W-9 requirements have been received.

· Maintain all corporate office accounts with yearly contract renewals and facilitate maintenance repairs.

Key Results Area – General Office Support

· Support all employees with training and understanding of office processes.

· Support project management and controller with special projects when they arise.

· Maintain a database filing system to create a paperless environment to the best of our practices.

· Maintain and manage archive system using Iron Mountain as the storage facility.

· Organize and maintain supplies and supply room.

· Order office supplies and snacks

· Maintain office equipment (copy Machine, Coffee and Water Machines, postage etc)

Job Summary:

Project Administrators provide administrative and accounting support to the Project Team for activities associated with the construction process. This position will collect, process, input, organize and file documentation from various sources in order to support the administrative, reporting and compliance needs of specific projects.

Essential Duties and Responsibilities:

· Prepares and manages contract documents including the following:

o Owner Contracts

o Subcontract Agreements and Change Orders

o Major Purchase Orders

o Project Close-Out Documents

o Certificate of Insurance

o Lien Releases

· Monitors all aspects of subcontractor compliance including contracts, certificates of insurance and licensing

· Attends project start up meeting with project team

· Monitors the completion of both the startup and close out checklists for assigned projects

· Reviews and monitors commitments prepared by project team

· Processes invoices through Timberscan on a daily basis

· Processes retention at the completion of the job

· Tracks builders risk for assigned projects

· Prepares AIA Owner Contracts as required

· Processes and reviews for accuracy month Applications For Payment

· Collects, review and track Lien Releases

· Supports monthly accounting close process

· Participates in weekly check run

· Creates and maintains electronic jobs files in an organized manner

· Provides a wide variety of customer service to subcontractors and vendors

· Ensures contract changes are captured and approved by all parties.

· Reviews, challenges, and analyzes project invoices and Applications For Payment to ensure accurate coding and capturing of costs.

· Prepares cost reports, as requested

· Assists Project Manager in trouble shooting as required

• Duties include but not limited to all aspects of AP/AR, Payroll, Human Resources and Taxes (Excise and Quarterlies)
• Accounting done in Quickbooks program
• Responsible for all administrative duties, including answering phones, faxes, email and maintaining all office equipment and ordering supplies
• Assist with production management in procuring bids and managing contracts
• Assist with marketing and website design.

• Duties include, working with General contractors as an owner representative, contract management from the developers side, creating warranty manuals for new construction multi-family and single family, walk projects interior and exterior for defects and final sign off, involved in marketing for projects
• Work with management companies and set up new projects for transition to their HOA
• Work with legal on the Public Offering Statement application
• Work with banking establishments to research and procure FHA application requirements
• Responsibilities also included working with agents to facilitate purchase and sale agreements and addendums for owner review
• Setting up projects for bid, procuring subcontract bids and creating contracts, working with municipalities to procure permits, create operation and maintenance manuals for project.

• Responsible for weekly payroll of 50+ employees on QB, including payment of liability taxes through EFTPS; maintain and process all employee garnishments and misc
• Deductions
• Maintain medical/dental insurance records, including application processing, cobra and reconciliation and payment of the liability account; Responsible for new employee orientation packets
• Maintain all employee files and medical records
• Responsible for all A/P data entry, job costing, check processing and final audit of statements
• Assist with A/R and general billings; Liaison between the company and vendors regarding discrepancies between purchasing and invoicing; In charge of the central filing system; Responsible for maintaining the office equipment and ordering supplies; Responsible for minor computer functions and communication with the IT technician along with daily backups
• Facilitate year-end archiving and new file preparation
• Maintain company cellular phone distribution and accounting functions
• Assist the estimating department with copying plans and bid distribution Personal assistant to the owner for travel arrangements and company functions.

• Answer 11-line phone system
• Order and maintain office supplies
• Maintain and create new job files
• Maintain the central filing system
• Maintain and create new employee files
• Assist office manger with field payroll
• Assist with marketing duties; mailings and maintenance of website.

• Maintain all administration related to the jobsite office; answer phones, type letters, maintain office equipment and troubleshoot jobsite computers, order office supplies etc
• Assist project managers with bid process and contracts
• Create operation and maintenance manuals for various projects
• Maintain the central filing system.